Administrative Assistant | Full Time

Harmony Senior Services•Avon, IN

6d•Onsite

About The Position

This position provides administrative support to Regional and Home Office Associates and the Executive Leadership team. Duties include word processing; photocopying, scanning, and faxing; filing; scheduling; answering phones; greeting guests; coordinating meetings and travel; ordering and stocking office supplies; coordinating mailings; and working on special projects. The role creates and proofreads administrative documents and visual presentations, manages filing and data systems, handles incoming mail and inquiries, and serves as a liaison between Executive Leadership and other departments. It also involves processing travel reimbursements, reconciling corporate credit card expenses, supporting office security, and handling sensitive information with discretion. The position is based at 2141 North Dan Jones Road, Avon, Indiana 46123.

Requirements

High school diploma or GED.
At least 3 years of administrative experience supporting senior-level executives.
Excellent verbal and written communication skills.
Polite, considerate, and professional demeanor when interacting with visitors, coworkers, and management.
Ability to exercise independent judgment when planning, prioritizing, and organizing a diverse workload.
Ability to handle and maintain the confidentiality of sensitive information.
Customer-service orientation and ability to work effectively with others as part of a team.
Strong organization and multitasking skills, with the ability to work with minimal supervision in a fast-paced environment.
Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
Ability to sit for extended periods of time.
Maintain a neat, well-groomed, and professional appearance and dress professionally.

Nice To Haves

Associate's Degree.

Responsibilities

Schedule and organize meetings, travel arrangements, and conferences while providing administrative support to Regional and Home Office Associates.
Perform word processing and create visual presentations for the Executive Leadership team.
Establish, develop, maintain, and update filing systems; retrieve information from files as needed.
Update and upload information into the Data Management System.
Sort and distribute incoming mail.
Draft written responses and reply to phone or email inquiries when necessary; respond to regularly occurring requests for information.
Answer incoming calls, take messages, and handle routine and non-routine questions.
Coordinate with other Administrative Assistants to provide phone coverage as needed.
Greet and direct visitors and guests professionally, courteously, and in a friendly manner.
Act as a liaison between Executive Leadership and other departments.
Handle confidential and non-routine information with discretion and professionalism.
Work independently and collaboratively with team members on special projects.
Assist with planning and coordinating presentations, disseminating information, and coordinating direct mailings.
Create correspondence, memorandums, charts, tables, graphs, business plans, and other administrative documents.
Proofread documents for spelling, grammar, formatting, and layout, making appropriate corrections; ensure accuracy, clarity, and quality of final documents.
Process travel reimbursements through the appropriate approval process.
Document and reconcile corporate credit card expenses for submission to Corporate Finance.
Assist with ordering, receiving, stocking, and distributing office supplies.
Monitor office security and prevent unauthorized visitors from gaining access to the executive area.
Make travel arrangements as needed.
Complete other duties as assigned by management.